Payroll Admin in BitaBIZ

Article Description

Get an overview of the Payroll Admin area in BitaBIZ, and see where to start when you need to follow up on employee registrations, balances, vacation left, payroll numbers, or export data to your payroll system.

Quick Answer

Payroll Admin is used for follow-up and payroll administration in BitaBIZ.

This is where payroll managers work with employee registrations, balances, and payroll export data. Calendar Access is the main workspace when you need to follow up on one employee at a time. Here, you can open the employee's calendar, check balances, create or approve registrations, manually adjust balances, and see if registrations have been processed for payroll.

Approved registrations are also exported to your payroll system from Payroll Admin.

Applies to

This article applies to Payroll Admins, HR staff, and payroll managers who work with follow-up, balances, payroll preparation, and payroll export in BitaBIZ.

Prerequisites

You must have access to Payroll Admin in BitaBIZ.

Some tasks also require that:

employees are set up with the correct policy
relevant balances and registration types are configured
employees have a payroll number if data needs to be exported to the payroll system
payroll export or integration to the payroll system is set up
your Payroll Admin role gives you access to the employees you need to manage

What is Payroll Admin used for?

Payroll Admin is the area for following up on registrations, balances, and payroll data.

Payroll Admin is typically used for:

daily follow-up on employee balances
checking vacation, other vacation, hour bank, day bank, and supplementary balances
creating, approving, or deleting registrations via Calendar Access
following up on registrations pending approval
checking employees without a payroll number
handling vacation left and remaining supplementary balance (e.g., other vacation)
exporting approved registrations to the payroll system

The Payroll Admin area is used both for daily administration and as part of the regular payroll process.

Start here

Use the overview to find the right article.

If your question is about	Start here
Working directly in an employee's calendar	Calendar Access
Creating, approving, or deleting registrations as Payroll Admin	Calendar Access
Following up on an employee's vacation, supplementary balance (other vacation), hour bank, or day bank	Calendar Access
Creating vacation, supplementary balance (other vacation), or company days off for multiple employees at once	Group Registration
Registrations pending approval	Logs for Payroll Admin
History of creation, change, approval, or deletion	Logs for Payroll Admin
Employees without a payroll number	Missing Payroll Number
Vacation left at the end of the vacation year	Handling Vacation Left
Remaining supplementary balance, e.g., other vacation or 6th vacation week under Danish vacation law	Handling Remaining Supplementary Balance
Understanding or troubleshooting a balance that doesn't look correct	Payroll Admin: Understand and Troubleshoot Balances in BitaBIZ
Exporting registrations to the payroll system	Export to your payroll system

Calendar Access is Payroll Admin's Cockpit

Calendar Access is a central workspace in Payroll Admin.

Here, Payroll Admin opens an employee's calendar and works directly with the employee's registrations and balances.

Use Calendar Access when you need to:

create a registration on behalf of an employee
approve a registration pending approval on behalf of the approver
delete a registration
see if a registration has been processed for payroll
follow up on a balance
manually increase or decrease a balance
pay out days or hours from a balance
check how a balance is calculated

Start here: Calendar Access

Follow-up on Registrations and Balances

Following up on balances is an ongoing Payroll Admin task.

In Calendar Access, you can follow up on one employee's registrations and balances, such as:

vacation
supplementary balance (e.g., other vacation, OK days)
hour bank
day bank

If the balance doesn't look correct, or if you need to investigate differences between Calendar Access, policy setup, and reports, use the article: Payroll Admin: Understand and Troubleshoot Balances in BitaBIZ.

Payroll Admin Before Payroll Run

Before running payroll, Payroll Admin is used to check that registrations are ready for export.

It may be relevant to check:

if registrations are pending approval
if employees are missing a payroll number
if terminated or inactive employees have future registrations
if registrations have already been processed for payroll

Registrations pending approval will not be included in the payroll export. Employees without a payroll number also cannot be exported correctly to the payroll system.

Start here:

Export to Payroll System

Payroll export is done from Payroll Admin.

When registrations are exported to the payroll system, they are marked as processed for payroll in BitaBIZ. This means the registrations are locked and will not be included in future payroll exports.

Payroll export is used to:

export approved registrations to the payroll system
keep track of which registrations have already been processed for payroll
avoid exporting the same registration multiple times
archive payroll-processed registrations
lock payroll-processed registrations in the employee's calendar

Always use Payroll Export with period management for export to the payroll system. Regular reports and API extracts should not be used as payroll export, because they do not mark registrations as processed for payroll.

Start here: Export to your payroll system

How Does the Payroll Admin Area Work Together?

Payroll Admin works together with employee setup, registrations, and the payroll system.

Area	Used for
Calendar Access	Follow-up on one employee's calendar, registrations, and balances
Logs	Overview of pending approvals and a registration's history
Group Registration	Create registrations for multiple employees at once
Remainder Handling	Handle vacation left and remaining supplementary balance
Payroll Export	Export approved registrations to payroll system
Report Library (Requires HR Statistics role)	Follow up on many employees collectively via reports.

Example:

If an employee's vacation balance doesn't look correct, you typically start in Calendar Access and check the employee's registrations in the year calendar and use View History. If you need to check the balances of many employees, use reports in the Report Library instead. If balances or registrations need to be sent to payroll, this is done via Payroll Export with period management.

Important to Know

Calendar Access is used by Payroll Admin to work directly in employees' calendars.

Registrations pending approval will not be included in the payroll export.

Payroll-processed registrations are locked and archived so they are not exported again.

Employees without a payroll number can cause issues during payroll run.

Changes to balances, registrations, and payroll-processed data can affect the payroll process. Always check the consequences before editing or deleting registrations.

Permissions and Access

The Payroll Admin area requires Payroll Admin access.

If your company uses Local Payroll Admin, access may be limited to employees matching certain tags, such as Country/Region or group company.

If you can't see an employee in Calendar Access, it's often due to your role (global or local Payroll Admin role).

FAQ

I need to check an employee's balance—how do I do that?

Start in Payroll Admin → Calendar Access, open the employee's calendar and click “View History” on the balance you want to check, and review the employee's registrations in the Year Calendar.

If the balance can't be explained by the history, or if it doesn't match a report, follow the troubleshooting guide: Payroll Admin: Understand and Troubleshoot Balances in BitaBIZ.

What should I do if I’m missing access to an employee through calendar access?

This usually happens because you’re set up as a Local Payroll Admin without access to the specific employee.

Check your setup for your Local Payroll Admin role. You can do this via the Setup Admin role. Read more here.

Important: You need the Setup Admin role to set up roles in BitaBIZ.

I need to create a holiday/day off that isn’t a standard holiday available on a BitaBIZ policy. Can I do that?

Yes, use Group Registration to book the day off.

Click: Payroll Admin -> Team Calendar -> Group Registration -> select the day off -> select the departments or policies you want to book. Finish by clicking Save. Read more here.

Important: The holiday/day off must be created under custom registration types. Read more here.

I can’t select our payroll system under Payroll Export with period management. How do I add it?

Your payroll system is activated here: Setup Admin -> Integrations -> Payroll Systems -> Select country -> Select payroll system. Click Save. Read more here.

Important: You need Setup Admin rights to activate payroll systems.

Once your payroll system is activated and set up, you can export to your payroll system from the Payroll Admin role. Read more here.

Introduction to Payroll Admin in BitaBIZ